Operations Administrator

American Physical Society

. Support the Chief External Affairs Officer in overseeing Public Affairs, International Affairs, and Development activities and operations .

Posted 10/17/2026full-timeUnited StatesMid-LevelSenior💰 $66,870 - $91,110 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong project management skills, including proficiency in coordinating complex projects and managing office operations. Exhibits exceptional organizational, communication, and problem-solving abilities while maintaining a collaborative and professional work environment.

Highest-signal resume keywords

Project Management SkillsBudget Development and ManagementProficiency with Microsoft Office SuiteExperience with Zoom and SlackBachelor's Degree or Equivalent Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Project ManagementBudget ManagementEvent CoordinationLogistics PlanningDocumentation Skills

Soft Skills

Organizational SkillsCommunication SkillsProblem-Solving AbilitiesTime ManagementCustomer Service Orientation

Tools & Technologies

Microsoft Office SuiteGoogle WorkspaceZoomSlackAsana

Certifications & Qualifications

PMPCAPM

Industry Keywords

Nonprofit Organizational StructuresFederal Lobbying ComplianceAdministrative SupportStaff Development InitiativesWashington, D.C. Office Operations

Tech Stack

Tools & technologies

PMP

About the role

Key responsibilities & impact

Support the Chief External Affairs Officer in overseeing Public Affairs, International Affairs, and Development activities and operations
Maintain awareness of OEA budgets and provide administrative and financial support to department directors
Manage calendars and schedule internal and external meetings
Arrange travel and process expense reports
Order office supplies and coordinate with vendors
Plan and support special events
Schedule facilities and accommodations for in-person and virtual meetings
Coordinate and facilitate OEA-wide staff meetings and communications
Provide administrative assistance to the Directors of Public Affairs, International Affairs, and Development
Support OEA committees, the Congressional Science Fellowship, grassroots advocacy events, APS Board and Unit Statement reviews, and other activities
Prepare and submit federal lobbying reports in compliance with federal regulations
Provide administrative and logistical support for meetings and events in the Washington, D.C. office
Assist directors with projects including the African Physics Newsletter, Satellite Sites, Global Physics Spotlight, and Dirac Program
Liaise with building management, oversee maintenance requests, and coordinate workspace readiness
Manage vendor relationships, review invoices, and ensure timely submission to APS Finance
Monitor and manage the Washington, D.C. office budget and accounts; make spending and procurement decisions within guidelines
Oversee autonomous projects and processes requiring independent operational and financial judgment
Support staff development initiatives and identify learning and growth opportunities
Maintain a positive, professional, organized, collaborative, communicative, and safe office environment
Handle matters with confidentiality, discretion, and professionalism
Perform related duties and special projects assigned by the Chief External Affairs Officer

Requirements

What you’ll need

Bachelor’s degree; directly applicable experience may be considered in lieu of a degree
Minimum of five years of progressive administrative experience, including responsibility for managing complex projects and office operations
Familiarity with nonprofit organizational structures and operations strongly preferred
Proven project management skills, including setting milestones, tracking progress, communicating effectively, meeting deadlines, and delivering results
Proficiency with Zoom, Slack, Microsoft Office Suite, and Google Workspace
Experience coordinating and managing on-site and virtual meetings, events, and conferences
Experience with project management systems such as Asana preferred
Ability to serve as a trusted liaison and gatekeeper, escalating information to executives as needed
Strong organizational and documentation skills; ability to manage multiple priorities and adapt to changing schedules
Experience planning and executing meetings, events, and large-scale initiatives with attention to logistics and accuracy
Exceptional written and verbal communication skills, including drafting, editing, and preparing executive-level correspondence and reports
Sound judgment and problem-solving abilities; ability to develop and implement solutions independently
Dependable, accurate, and conscientious work habits, with accountability and discretion
Effective time management skills and consistent ability to meet deadlines
Experience developing budgets, estimating costs, allocating resources, and tracking expenditures
Customer service orientation and commitment to a positive, collaborative work environment
Ability to work independently and as part of a team
Up to 20% travel required
PMP, CAPM, or similar certifications preferred
Must be able to work in the United States and attend the Washington, DC office at least 3 days per week, with additional in-office days as needed

Benefits

Comp & perks

Flexible schedules and ability to work remotely
8% employer-paid retirement contribution
100% employer-paid investment advisement services
Medical benefits: PPO or HDHP option
Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
Lifestyle Spending benefit up to $1,500.00 (USD), 100% employer paid
Vision benefits with individual and dependent coverage, 100% employer paid
Basic Life & Accident insurance, employee coverage 100% employer paid
Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
Disability insurance, employee coverage 100% employer paid
Voluntary Accident & Critical Illness insurance
Healthcare, Commuter & Dependent care flexible spending accounts
Vacation: 15 days annually
Generous holiday leave: 17 paid office closures, including one week closure at the end of December
Personal leave: 4 days annually
Volunteer leave: 1 day annually
Sick leave: 10 days annually
Bereavement & Compassion leave: 2–15 days based on loss
12 weeks employer-paid family leave
College tuition reimbursement plan
Job related seminar & continuing education, 100% employer paid
Professional Certification/Recertification, 100% employer paid
Training and professional development
Access to LinkedIn Learning on-demand courses
Employee Assistance Program
Mindfulness Meditation: live and on-demand classes